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Memo and email writing ENG 1131
Scenario:
You work for the large tax consulting firm Temiskaming Tax and Accounting Specialists. February is the busiest month of the year, especially when it comes to helping clients complete their personal income taxes. Your company has over 400 employees in 20 offices throughout Ontario and Quebec, and you are Director of Communications.
Recently, you have noticed that employees are not using professional email etiquette when corresponding with colleagues and clients. Frequently, the “reply all” function is used unnecessarily to send around inappropriate jokes or “for sale” ads among the 400 employees. One employee even emailed all staff (and some clients) using the company email system, to sell raffle tickets for their child’s minor hockey fundraiser. In corporate meetings, branch managers have told you that they are concerned with the lack of professionalism exhibited by some employees when they email their clients. You have heard that many emails are not clear and specific and are unprofessional in terms of content and tone. You have seen that employees are not using full sentences and that they are overusing emojis and text-talk (lol, brb, fomo etc.). Many newly-hired accountants have not even formatted their signature block with their full corporate contact information and logo. Some employees include inspirational (non-approved) quotations in their signature block like “Live your dreams,” when the official company slogan is: Taxes done right, on time, every time. Worse, many employees frequently forget to include attachments, creating unnecessary, time-wasting email exchanges. You have even seen one message where an accountant emailed a client with the subject line: “FYI. LOL!” and addressed the client as “Yo, buddy!”
You decide to take on this communications problem and send a memo to all branch managers. This memo will be addressed to all employees because you wish to remind everyone about the importance of professional communication when writing emails ahead of the busy tax season (when you know that email volume will increase). In your memo, you wish to provide essential tips on how to write proper business emails for both internal audiences (employees) and external audiences (clients).
Your task is to:
1: Write a correctly-formatted MEMO to all employees explaining the importance of professional email etiquette. This memo should outline some key tips on how to write effective, professional emails.
2: Write an email, to which this memo will be attached, addressed to all branch managers. This email will be very brief, asking branch managers to forward the attached memo to their employees. You would also appreciate it if branch managers could post this memo on bulletin boards in the office, for those who are working onsite. You also suggest that managers help each individual employee set up their signature block correctly.
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